Vehicle Maintenance Software for Australian Businesses
Track servicing for utes, vans, trucks, and trailers by kilometres or date. Get email reminders before rego, inspections, and services are due, without spreadsheets or GPS hardware.
No credit card required. No telematics hardware. Set up in minutes.
Why Australian Businesses Keep Vehicle Maintenance Records
In Australia, vehicle maintenance records are more than good housekeeping. Depending on what you drive and where you operate, they can be part of your legal obligations:
Heavy vehicles: NHVR and Chain of Responsibility
Vehicles over 4.5 tonnes GVM are regulated under the Heavy Vehicle National Law in every state except WA and the NT. Under Chain of Responsibility, operators must be able to demonstrate their vehicles are properly maintained, and businesses accredited under the NHVAS Maintenance Management module must keep documented service schedules and completed-service records for every vehicle.
Work vehicles are plant under WHS law
Under the model WHS Regulations, a business must ensure plant, including work vehicles, is maintained and inspected in line with the manufacturer's recommendations. If a poorly maintained vehicle is involved in a workplace incident, your service history is the first thing an investigator asks for.
State inspections and rego
Each state runs its own inspection regime: annual eSafety checks (pink slips) for older light vehicles in NSW, safety certificates when selling in QLD, roadworthy certificates on transfer in VIC. Missing a rego renewal or inspection takes a vehicle off the road; a reminder two weeks early costs nothing.
Resale value and warranty claims
A complete, dated service history is worth real money when you sell a work ute or truck, and it is what keeps a manufacturer warranty claim alive. A spreadsheet nobody updates does not hold up; a log with every service recorded does.
What Australian Fleets Track in MaintainLog
Typical schedules for a small Australian fleet. Intervals are examples. Set whatever your vehicles and OEM handbooks call for.
| Vehicle | Schedule | Typical interval |
|---|---|---|
| Ute / dual cab | Service (oil, filters, inspection) | Every 15,000 km or 12 months |
| Work van | Service + brake check | Every 20,000 km or 12 months |
| Light truck (under 4.5t) | Service + safety inspection | Every 10,000–15,000 km |
| Heavy truck (over 4.5t) | A/B service per maintenance program | Every 10,000–20,000 km, OEM-dependent |
| Trailer | Brake, bearing, and light check | Every 6–12 months |
| Every vehicle | Rego renewal, insurance, inspections | Annually, per state requirements |
Each schedule generates a work order when due and emails your team, so the 15,000 km service on the HiLux doesn't rely on anyone remembering.
How It Works
Get started in 3 simple steps
Add Your Assets
Register your vehicles, machinery, and equipment. Include serial numbers, models, and current readings.
Set Maintenance Schedules
Create schedules by time (days, weeks, months) or usage (hours, miles, kilometers).
Get Reminders & Complete Work
Receive email alerts when maintenance is due. Mark work orders complete and keep a full history.
No GPS Hardware Required
No expensive hardware to buy or install. Works with any device.
No Telematics
No monthly hardware fees. Just simple, manual tracking.
2-Minute Setup
Add your first asset and schedule in under 2 minutes.
Works on Any Device
Use it on desktop, tablet, or phone. No app download required.
Frequently Asked Questions
Do Australian businesses have to keep vehicle maintenance records?
It depends on the vehicle. Heavy vehicles over 4.5 tonnes GVM fall under the Heavy Vehicle National Law (administered by the NHVR) in every state except WA and the NT, and Chain of Responsibility duties mean operators must be able to show vehicles are properly maintained. Businesses accredited under the NHVAS Maintenance Management module must run a documented maintenance system. For light vehicles there is no national record-keeping law, but WHS duties still require work vehicles to be safe, and service records protect resale value and support warranty and tax claims.
Does MaintainLog support NHVAS maintenance management accreditation?
MaintainLog is not a certified NHVAS system, but it gives you the core evidence an auditor asks for: scheduled servicing per vehicle, a record of every completed service with dates and notes, and a history you can export. Many small operators use it as the day-to-day system behind their documented maintenance program.
Can I schedule servicing by kilometres instead of dates?
Yes. Every vehicle can have schedules based on odometer kilometres (for example every 15,000 km), on time (for example every 6 months), or both. You update the odometer reading when convenient and MaintainLog works out what is due.
Does it handle rego renewals and safety inspections?
Yes. Rego renewal, insurance, and inspection due dates are just time-based schedules. Add an annual schedule for each vehicle's rego, and a pink slip (NSW), safety certificate (QLD), or roadworthy inspection where your state requires one, and you will get an email before each one is due.
Do I need GPS trackers or telematics hardware in my vehicles?
No. MaintainLog is deliberately hardware-free. You enter odometer readings manually whenever you like, which suits small Australian fleets that do not want the cost of telematics subscriptions or installation downtime.